Vantaca Vendor: Pay Set Up

Vantaca Vendor is a secure online payment system and vendor portal that streamlines vendor payment workflows for management companies.

The platform reduces administrative burden by allowing vendors to independently manage their payment preferences and banking details, while providing complete visibility into invoice and payment status for both management companies and vendors. Vantaca Vendor centralizes accounts payable in one platform, eliminating manual data entry, reducing check fraud risk, and offering faster payment options including virtual credit cards, same-day ACH, standard ACH, and checks.

Note: Vantaca Vendor Pay offers flexible vendor onboarding. Management companies can choose which vendors to include or exclude, and can also add vendors at a later date.

This article explains how to set up Vantaca Vendor Pay for your management company, including system configuration in Vantaca, vendor communication, and payment processing workflows.

 

Contents

• Complete Know Your Business (KYB) Process
• Set Up Action Item Steps
  • Create Approved Invoice (API) Step
  • Create Paid Invoice (API) Step
  • Create Voided Invoice (API) Step
• Communicate with Vendors
  • Notify Vendors About the Change
  • Vendor Onboarding Process
• Add New Vendors to Vantaca Vendor Pay
• Process Payments with Vantaca Vendor
  • Before Go-Live: Enable Vendor Pay and Set Default Payment Method
  • Change Payment Method for Specific Invoices
  • Invoice Processing Timeline
  • Available Payment Methods
  • Track Payment Status in Vantaca
  • ACH Payment Updates
  • VCC Payment Updates
  • Security Delay for Banking Changes
• Void Transactions
  • Void Within First 2 Hours
  • Void After 2 Hours
• Reconcile Payments
  • Month-End Payment Report
• Close the Books and Generate Reports
  • Month-End Closing Guidelines
  • Revenue Share and Processing Fee Report
  • VCC Payment Report for 1099 Preparation
• Help
   

Complete Know Your Business (KYB) Process

Before using Vantaca Vendor, your management company must complete the Know Your Business (KYB) verification process required by the banking service provider.

The Vantaca team will facilitate this process manually. Universal Beneficiary Owners (UBO) of your management company will need to complete individual KYC (Know Your Customer) verification.

After KYB is complete, the banking partner will create an FBO (For Benefit Of) account for your management company to facilitate processing transactions. Individual bank accounts are not created for each HOA.



Set Up Action Item Steps

Vantaca Vendor Pay requires three new action item steps for the Invoice action item type. These steps allow Vantaca Vendor to properly process invoice payments, and voids through automated workflows.

Important: If the management company has already created these steps for Avid, they can leverage those existing steps rather than creating new ones. To avoid confusion, Vantaca recommends renaming them to: Approved Invoice (API), Paid Invoice (API), and Voided Invoice (API). 
 

Create Approved Invoice (API) Step

This step is required for Vantaca Vendor to identify when invoices are approved and ready for payment processing.

To create the Approved Invoice (API) step:

1. Navigate to Settings > Action Types/Steps.
2. Find the Invoice action type that you want to add the Vantaca Vendor Pay steps to, and click Add New Step. 
   
   
   
3. Enter Approved Invoice (API) as the step name and assign an order number higher than all existing steps. 
   Note: Assign this step an order number higher than all existing steps to ensure current processes are not impacted.
4. Click Update.
5. Click Rules next to this step and provide the following information: 
   
   
   
   • Notifications: Select (General User Preference).
   • There is no need for other options on this step.
6. Click Save Rule Configuration.

 

Create Paid Invoice (API) Step

This step is required so Vantaca Vendor knows which step to advance the invoice to when final payment is submitted to the vendor.

To create the Paid Invoice (API) step:

1. Navigate to Settings > Action Types/Steps.
2. Find the Invoice action type that you want to add the Vantaca Vendor Pay steps to, and click Add New Step.
3. Enter Paid Invoice (API) as the step name and assign an order number higher than all existing steps.
4. Click Update.
5. Click Rules next to this step and provide the following information: 
   
   
   
   • Notifications: Select (General User Preference).
   • Closing Step: Enable the toggle.
   • Decision Required?: Select Not Required.
   • Next Step If Yes: Select None.
   • Additional Action: Select Paid 3rd Party Invoice.
6. Click Save Rule Configuration.
    

Create Voided Invoice (API) Step

This step is required for the system to properly handle voided invoices and payments.

To create the Voided Invoice (API) step:

1. Navigate to Settings > Action Types/Steps.
2. Find the Invoice action type that you want to add the Vantaca Vendor Pay steps to, and click Add New Step.
3. Enter Voided Invoice (API) as the step name and assign an order number higher than all existing steps.
4. Configure the step with the following settings: 
   
   
   
   • Notifications: Select (General User Preference)
   • Closing Step: Enable the toggle.
   • Decision Required?: Select Not Required
   • Next Step If Yes: Select None.
   • Additional Action: Select Void Invoice
5. Click Save Rule Configuration.



Communicate with Vendors

After your management company is set up in Vantaca Vendor, proactively inform your included vendors that future payments will be processed through Vantaca Vendor Pay.

 

Notify Vendors About the Change

Send an email to all vendors explaining:

• All future payments will be processed through Vantaca Vendor
• They will receive an onboarding email from Vantaca Vendor with activation instructions
• The platform is free for vendors
• They can track invoices and choose faster payment options

Note: Vantaca provides a template email to send to the included vendor list. Example template: 

 





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Vendor Onboarding Process

Ahead of your go-live date, Vantaca Vendor will automatically send onboarding emails to your included vendor list. Vendors will receive:

• A personalized activation link
• Instructions to create an account
• Information about payment options and benefits

Vendors who do not activate their profiles will receive: 
Note: Vendors do not need to activate their profile to be paid by Vantaca Vendor.

• Automated email reminders
• Enrollment encouragement in payment confirmation emails
• QR codes on check payments promoting enrollment Check example (identifying information redacted): 
  
  
   

Checks include:

• A Vantaca Vendor section with a unique QR code to access the vendor portal (if they haven't done so via email)
• Account number and invoice number for use in reconciling the payment
• Association name (vendor's direct customer) in the top-left
• Management company's action item number (XN number) to reference this unique payment in the Vantaca system

Important: When a vendor manages their own account through the Vantaca Vendor Portal, certain fields are controlled directly by the vendor and are no longer editable by the management company. These fields appear grayed out with the message "This vendor manages certain fields directly in Vantaca Vendor": Company Name, DBA, Business Address, Tax ID, Preferred Pay Type, Primary Contact Info, and Banking Information

Management companies retain the ability to edit Preferred Provider status, Hold Payment, Compliance settings, Insurance Information, 1099 settings, and Provider Type, and can still add additional contacts and designate which contact is Primary. This ensures that vendor banking and contact details remain accurate and conflict-free by keeping them under the vendor's direct control.



Add New Vendors to Vantaca Vendor Pay

After go-live, you can add new vendors to Vantaca Vendor Pay at any time without contacting the Vantaca Vendor support team. The onboarding process for new vendors is automatic after the vendor is set up in Vantaca with Vendor Pay as their payment method.

To add a new vendor to Vantaca Vendor Pay:

1. Send the standard vendor package to the vendor requesting payment and insurance information, and complete the normal vendor setup process in Vantaca.
2. Set the vendor's payment method to Vendor Pay. Vendor Pay becomes the default payment method for that vendor going forward.
3. Process payments to the vendor using Vantaca Vendor Pay as usual.

After the first invoice to the new vendor is marked as paid in Vantaca, the vendor will automatically receive a Vantaca Vendor Pay onboarding email with instructions to access their vendor portal.
 

Process Payments with Vantaca Vendor

After setup is complete, you can begin processing vendor payments through Vantaca Vendor.



Before Go-Live: Enable Vendor Pay and Set Default Payment Method

Note: No action is required from you for either of these changes. Both will be in place before you go live.

Before your go-live date, the Vantaca integrations team will make two changes on your behalf after you sign the Vantaca Vendor Pay order form:

• Enable the Vendor Pay option: The Vendor Pay pay type will be added to the invoice pay type dropdown, service provider payment method settings, and contract payment method settings throughout Vantaca. You will continue to have access to all existing pay types (Check, ACH, Auto Draft, In-Office Check, and Misc Check).
• Set Vendor Pay as the default payment method: For all vendors included in Vantaca Vendor Pay, their default payment method will be set to Vendor Pay. All invoices marked with this pay type will be processed through Vantaca Vendor Pay.



Change Payment Method for Specific Invoices

If a vendor needs to be paid using a different payment method:

1. Open the invoice.
2. During the approval process, change the Pay Type from Vendor Pay to the desired pay type (Check, ACH, etc.).
3. Complete the approval process.

Example: If a vendor stops by the office and needs an immediate check, you can approve the invoice with the pay type set to Check.



Invoice Processing Timeline

Invoices follow this processing schedule:

• Invoices approved between 8:00 AM ET and 3:30 PM ET are picked up for processing that day
• All approved invoices are processed by Vantaca Vendor at the top of each hour
• No invoices are processed on weekends and holidays

After an invoice is picked up by Vantaca Vendor:

• Vendors are notified the same day about their upcoming payment
• Vendors can select or confirm their preferred payment method
• Payment processing timelines vary based on the payment method selected
   

Available Payment Methods

Vendors can choose from the following payment methods:

• Virtual Credit Card (VCC): Instant payment
  • Standard credit card processing fees from the merchant provider may apply
• Same-Day ACH: 1 business day
  • 1% processing fee capped at $25 (vendor pays)
• Standard ACH: 3-5 business days
  • No fee
• Check: 7-10 business days
   

Track Payment Status in Vantaca

You will receive detailed payment status updates in the invoice action item notes. Each update includes a timestamp and relevant details.

The action item notes will show:

• Pulling funds from HOA account
• Check sent for printing
• Check mailed + check number + check image
• Check delivered
• Check cashed + image of deposited check


 

ACH Payment Updates

The action item notes will show:

• Pulling funds from the HOA account
• Payment posted to vendor's account + transaction number
   

VCC Payment Updates

The action item notes will show:

• Pulling funds from the HOA account
• VCC details emailed to vendor
   

Security Delay for Banking Changes

When vendors update their banking details, an automated two-business-day security delay is applied before processing payments. This delay:

• Protects against fraudulent banking changes
• Allows vendors time to report unauthorized updates
• Gives the Vantaca Vendor team time to verify changes for high-value transactions

The Vantaca Vendor team may contact you to verify banking changes before high-value transactions are processed.

Note: Changing payment types (e.g., from Standard ACH to Same-Day ACH) without updating banking information does not trigger this delay.
 

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Void Transactions

If you need to void a payment processed through Vantaca Vendor, the process differs based on timing:

• Void within first 2 hours 
• Void after 2 hours



Void Within First 2 Hours

A 2-hour delay is built into the payment processing workflow to allow time for voids:

• Vantaca waits 1 hour after invoice approval
• Vantaca Vendor waits 1 hour after receiving the invoice from Vantaca

To void a transaction within this window:

1. Contact Vantaca Vendor support immediately through support.vendor@vantaca.com. 
2. Provide the invoice number and details.
3. Vantaca Vendor support will cancel the transaction.

No banking partner engagement is required for voids within this timeframe.

Important: Only voiding the transaction in Vantaca without notifying the Vantaca Vendor team will result in an incomplete process. The Vantaca Vendor transaction will not be voided automatically.



Void After 2 Hours

For transactions that have already begun processing:

1. Contact Vantaca Vendor support through support.vendor@vantaca.com. 
2. Provide the invoice number and details.

After the void is complete:

1. Funds will settle back to the HOA's account
2. The invoice action item step will be set to Voided Invoice (API)
3. Notes will include the bank transaction number



Reconcile Payments

Vantaca offers automated payment matching and reconciliation for payments processed through Vantaca Vendor. This capability will be set up within the first 4 weeks after your Vantaca Vendor go-live. No additional work is required by the management company to enable this workflow.



Month-End Payment Report

At the end of each month, you will receive a detailed payment reconciliation report with the following information for each payment:

• HOA ID
• HOA Name
• Invoice Number
• Invoice Date
• Vendor Name
• Payment Number
• Payment processing date
• Payment type
• Payment Amount
• Payment status
• Tracking number (checks only)
• Image of deposited check (checks only, after deposit)
• Void date (if applicable)
• Refund amount (if applicable)
• Refund date (if applicable)

Note: One invoice may appear in multiple reports as its payment status changes. For example, status might show as "In Progress" on day 1 and "Check Mailed" on day 2. After an invoice is paid, it will be excluded from future reports.



Close the Books and Generate Reports

Month-end closing can be completed in Vantaca as usual. Vantaca Vendor provides additional reports to support reconciliation and financial reporting.



Month-End Closing Guidelines

• Include payments in the month's GL entry when Vantaca Vendor pulls funds from the HOA's account
• Check the invoice action item notes to confirm when funds were pulled
• Payments approved near month-end may be received by vendors in the following month (consistent with check processing)



Revenue Share and Processing Fee Report

You will receive a monthly report detailing:

• HOA name
• Payment type (ACH, Check, VCC)
• Number of invoices
• Charge per invoice
• Invoice amount
• Processing fee
• Revenue share
• Notes (e.g., when fees are waived due to contractual obligations)

This report helps you:

• Understand revenue share from Vantaca Vendor
• Bill HOAs for payment processing (if applicable)
• Track payment processing costs
   

VCC Payment Report for 1099 Preparation

At the end of the fiscal year, Vantaca Vendor will provide a file listing all invoices paid via virtual credit card. This file enables you to correctly prepare vendor 1099 forms by excluding VCC payments.

The report includes:

• HOA ID
• HOA Name
• Vendor Name
• Payment Number
• Payment processing date (within fiscal year)
• Payment type (VCC only)
• Payment Amount
• Invoice Number
• Invoice Date
• Void date (if applicable)
• Refund amount (if applicable)
• Refund date (if applicable)

 

Help

For questions or assistance with Vantaca Vendor setup contact:

• Vantaca Vendor Support: support.vendor@vantaca.com 
• Vantaca Support: Contact through your usual support channels



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